Trackers

What are trackers

Trackers are status grids: rows of items crossed with document placeholders, where each cell shows the state of a linked document. Teams use them to follow deliverables at a glance — which documents exist, which are approved, which were rejected, and what is still missing.

Open Trackers from the sidebar. Viewing requires the trackers.read permission (all built-in roles have it). Trackers update live, so you see teammates' changes as they happen.

The tracker library and mini previews

The Trackers page shows all trackers as cards in a grid. Each card has a live mini preview of the grid and a status segment bar summarizing how its cells are doing, so you can spot progress without opening it.

The built-in Asset Docs card is always first — it opens the project-wide Asset Docs tracker (assets crossed with document requirements). Click any other card to open that tracker's full page.

Use the show-archived switch to also list archived trackers.

How to create a tracker

1. On the Trackers page, click New tracker (requires the trackers.create permission).
2. Enter a tracker name (required) and, if you want, a description.
3. Pick a tracking MODE: Review mode (cells mirror each linked document's review status) or Status mode (cells carry their own status from a list you manage).
4. Under Start from, pick a template or keep the blank tracker. A template may select the mode it suits best; you can still change it.
5. Click Create tracker — the new tracker opens and you can start adding rows and linking documents.

By default, Project Admins and Project Members can create trackers.

Review mode vs Status mode — what's the difference

Every tracker works in one of two modes (you can switch without losing data):

• REVIEW mode: each cell chip mirrors the review-derived status of the linked document — approved, rejected, in review, and so on. You don't set cell statuses by hand; the only action verb is Send for review. Statuses change as reviews are decided.
• STATUS mode: each cell chip carries its own status key, chosen from the tracker's status list. Use the Manage statuses dialog to define the vocabulary, then set statuses directly on cells that have a linked document.

To switch, open the three-dot menu at the top right of the tracker page and choose Switch to status mode or Switch to review mode (requires trackers.update). Nothing is deleted: cell statuses are kept and come back when you switch back.

Choose Review mode when a formal review workflow drives your document states; choose Status mode for a simpler, manually-updated board.

The Asset docs tracking switch (project setting)

Each tracker you create has its own mode. The built-in Asset Docs tracker instead follows a project setting called ASSET DOCS TRACKING — Review mode or Status mode — that decides what its document placeholder chips show. In Review mode the chips mirror each document's review status; in Status mode each placeholder holds its own status, set in the tracker, and the documents themselves are not touched. This switch does not change the trackers in your library.

It is the Asset docs tracking row on the Review workflows card of the project details page. Changing it needs the projects.settings.manage permission (Project Admins) or the project owner. If chips in the Asset Docs tracker suddenly look different, this switch is usually why.

Reading the tracker grid

A tracker page shows a grid: row labels down the left (your tracked items), one column per group across the top (placeholders without a group sit under General), and inside each column a chip for every document placeholder that row has, showing that document's state. A row only shows the placeholders it was given. Script cells also show their completion percentage.

Above the grid you have a row search, a status filter, a group filter, and status count chips — click a count chip to filter by that status. The grid updates live as teammates link documents or change statuses.

How to link or unlink a document in a cell

1. Hover a cell chip and click the three-dot button that appears to open its menu.
2. Choose Link document and pick the item from the picker — documents, folders, and scripts can be linked. The cell chip now reflects it. Relink points the cell at a different item.
3. To remove the link, open the cell menu and choose Unlink.
4. Open jumps straight to the linked document in Documentation; clicking a linked chip does the same.

Linking and unlinking require the trackers.update permission (Project Admins and Project Members by default).

Cell notes and setting cell statuses

Open a cell's menu and choose Add notes… (or Edit notes…) to keep a note on that cell — useful for context like "waiting on vendor" or "resubmitted 3rd version". A cell with a note shows a small note icon; hover it to read the note. Notes require trackers.update.

In STATUS mode you also set the cell's status from the tracker's status list (defined in the Manage statuses dialog), or remove it with Clear status. The cell needs a linked document first. In REVIEW mode statuses are not set by hand — they mirror the linked document's review outcome, and the cell's action is Send for review instead (requires reviews.create). When a document is tied to a review, the cell menu also offers Open review.

How to manage a tracker's statuses (Status mode)

Every tracker starts with three statuses: Approved, Pending, and Rejected. To change the list:

1. Switch the tracker into edit mode and click Manage statuses (requires trackers.update).
2. Add a status with a name, a color, and a meaning: Done, Open, or Blocked. You can rename, recolor, or change the meaning of an existing status in the same dialog.
3. To delete a status that cells still use, pick the status that replaces it first.

The meaning drives completion: a row counts as fully complete when every one of its cells is linked and in a Done status. The status list is used when the tracker is in Status mode; it is kept while the tracker is in Review mode.

Edit mode — rows, groups, placeholders, and the palette

Switch the tracker into edit mode with the pencil button at the top right (requires trackers.update) to change its structure:

• Add rows (type or paste one label per line, up to 1000 at a time), Add group, and Add placeholder (a name plus a short code of up to 6 characters shown on the chip).
• Drag a placeholder from the Placeholders palette onto a row to give that row the cell. Dropping onto a selected row adds it to every selected row.
• Drag a row by its handle to reorder it (handles are hidden while a filter is active).
• Rename a row by double-clicking its label.
• Click rows to select them (Shift+click selects a range, Ctrl/Cmd+A selects all loaded rows, Esc clears), or click chips to select individual cells.
• Delete rows removes the selected rows; Remove cells removes the selected cells.
• Remove a placeholder with the x on its palette entry, or a group with the x on its column header. If rows still use it you are asked to confirm; linked documents are not touched.
• Manage statuses edits the status list used in Status mode.

Switching between view and edit mode never loses data.

Watching a tracker — the bell toggle and notifications

Click the bell icon on a tracker to WATCH it — anyone who can view the tracker can. Watchers receive this tracker's notifications:

• tracker.docRejected (Tracked document rejected): a document linked in the tracker was rejected in a review.
• tracker.rowGreen (Tracker row complete): a row became fully complete — every cell is linked and in a done status.

These notifications arrive in the bell menu only; there is no email for them. You can switch each type off in Settings > Notifications. You are not notified about changes you made yourself. Click the bell again to stop watching.

How to export a tracker to PDF or Excel

1. Open the tracker and click the Export (download) button at the top right. Anyone who can view the tracker can export it — trackers.read is enough.
2. Choose PDF or Excel (xlsx).
3. Pick options: Include cell notes, Show project logos and Grayscale (both PDF only), and Only visible to me — a private export is saved to your private exports instead of the project exports folder.
4. Click Export. The file opens for download and is also saved as a document. It is generated with your CURRENT filters applied, so filter first if you want a subset.

An export holds at most 5000 rows. If the tracker has more, the file says how many are shown — narrow the filters to export the rest.

How to archive or delete a tracker

From the three-dot menu on a tracker's card in the library you can:

• Archive a tracker to tidy the library without losing it (requires trackers.delete). Turn on the show-archived switch to see archived trackers, and Unarchive to bring one back (requires trackers.update).
• Delete permanently (requires the trackers.delete permission — Project Admins only by default). You must type DELETE to confirm. The tracker and its rows are removed and cannot be recovered; the linked documents are not touched.

The Asset Docs tracker — what it is

Asset Docs is the built-in, project-wide tracker: a matrix of your ASSETS crossed with document placeholders and groups. It answers "which documents does each asset have, and in what state?".

Open it from the first card in the Trackers library. Viewing needs both assets.read and documents.read (all built-in roles have both). Its chips follow the project's Asset docs tracking setting (Review mode or Status mode), not a mode of its own.

Using the Asset Docs grid (view mode)

In view mode, each cell shows a status chip for that asset/placeholder pair. You can:

• Link or unlink documents on a cell, and preview image documents in place.
• Use script slots: cells can hold scripts, with a preview and a switch-script-version dialog to point the slot at a different version.
• Filter and search, collapse or expand groups, turn on Compact chips in Table settings (with a width slider), and read the stats bar for overall progress.
• When the project's Asset docs tracking is Status mode, set a linked cell to Approved, Pending, or Rejected from its menu, or clear it (requires assets.update or documents.update). In Review mode the chips mirror each document's review status and are not set by hand.

To send cells for review, switch to edit mode, click the chips to select them, and choose Send to review (requires reviews.create).

Editing the Asset Docs tracker (edit mode)

Switch Asset Docs to edit mode (requires assets.update or documents.update) to change its structure:

• The palette on the right is one searchable list of everything you can place: the documents this project already uses, a universal catalog of standard commissioning documents, and your published script templates. It is not grouped — search it and drag.
• Drag an item onto a GROUP CELL (an asset row under a document-group column). The column you drop on decides the group, so the same document can be placed in more than one group. Dropping onto a row that is part of a selection applies to the whole selection; 'select all matching' asks for confirmation first.
• Dropping a script template creates a script for each asset in that group.
• Placing a document the column doesn't offer yet adds it to the project's document structure, so it requires projects.settings.manage. Placing one the column already has is just a tracker edit.
• Add assets inline without leaving the page (requires assets.create).
• Click chips to select cells, then Copy them and Paste onto other selected rows, Delete them, or Send to review (requires reviews.create).

Before a destructive change is applied, a set-impact dialog summarizes what will be affected so you can confirm safely.

Who can do what in trackers (permissions)

Tracker access is controlled by project role permissions:

• trackers.read — view the library and tracker pages. Default: Project Admin, Project Member, Technician.
• trackers.create — create trackers. Default: Project Admin, Project Member.
• trackers.update — link/unlink documents, set statuses, notes, edit structure, switch the tracker's mode, and unarchive. Default: Project Admin, Project Member.
• trackers.delete — archive or delete trackers. Default: Project Admin only.

Exporting a tracker and watching it need only trackers.read.

Related: Send for review needs reviews.create; the Asset Docs tracker needs assets.read + documents.read to view, assets.update or documents.update to edit, and projects.settings.manage to change its vocabulary. The project owner can always do everything.

Trackers troubleshooting

• Trackers missing from the sidebar: your role lacks trackers.read — ask a project admin.
• Can't set a status on a cell: the tracker is in REVIEW mode, where statuses mirror document reviews — send the document for review instead, or switch the tracker to Status mode if that fits better. In Status mode, a cell without a linked document cannot take a status — link one first.
• Chips in the Asset Docs tracker look different than before: the project's Asset docs tracking switch (review vs status) was changed on the Review workflows card of the project details page. For a tracker from the library, its own mode was switched.
• Can't edit structure or link documents: you need trackers.update (or, in Asset Docs, assets.update / documents.update).
• Can't reorder rows: row handles only appear in edit mode with no search or filter active.
• A tracker disappeared from the library: it may be archived — turn on the show-archived switch.
• The export is missing rows: an export holds at most 5000 rows and follows your current filters — narrow the filters and export in parts.
• Not receiving tracker notifications: make sure the bell (watch) toggle is on for that tracker and check Settings > Notifications. Tracker notifications appear in the bell menu only, never by email, and you are not notified about your own changes.